Setup an Approval Flow

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Time to complete: 120 minutes.

Company Requests

Ruanda wants to implement another project: the Approval flow for a product requested by a client. The actual problem is that they need a easy way to handle the requests, because for the moment all is by paper and it could be much easier and quick. This solution will agilize the approval papers of the company, reducing time.

The company explains the following flow:

1. An executive raises a product request from a client. They upload the information to their database and, in return, give a score to the customer.
2. The request goes up to the chief executive. If it is below a certain amount, you can approve it directly, otherwise it must be evaluated by the risk department.
3. Risk can approve, reject and conditionally reject the request. They also decide if the client applies the condition of appeal to the commercial area, which analyzes the case with other factors in addition to the score.
4. Then the client reviews the request and can accept, reject or appeal to the commercial area.
5. The commercial area can approve, approve with condition or reject.
6. Finally, the client can check the purpose of the commercial area, being able to accept or reject it.

Funtional Requirements

Access Role

• User with the permission admin-*-write, which allows all above.

• User with the permissions web-admin-write and web-admin-read to set up in the admin.

• User with the access role read admin.

• Create the following access role:

  Name	permission
  executive	executive
  commercial	commercial
  headexecutive	headexecutive

User

• Create the following employees:

  Name	Lastname	email	Job Title	Access Role
  Miley	Cyrus	miley@ruanda.com	executive	executive
  Mon	Laferte	mon@ruanda.com	head of risk control
  Sam	Smith	sam@ruanda.com	risk analyst
  Jorge	Drexler	jorge@ruanda.com	commercial	commercial
  Diego	Lorenzini	diego@ruanda.com	head executive	headexecutive

Database

• Create the state asset: a collection named Approval States with the following elements:

Name	Code
0. Lifting of Request	liftingrequeststate
1. Pending by executive Head	headstate
2. Pending by Risk Committee	riskcomitteestate
3.a First proposal	firstproposalastate
3.b First proposal	firstproposalbstate
4. Accepted Requests	acceptedrequestsstate
5. Rejected Requests	rejectedrequestsstate
6. Pending Commercial Area	commercialstate
7. Second proposal	secondproposalbstate

• Create the asset of the task: a collection named Approval Asset with the element named Request

• Create the collection of the banking producto named Banking Products with the following generic elements:

Name	Code
Product 1	product_1
Product 2	product_2
Product 3	product_3

GROUP

• Create a group in the Workflow section with the following instruction:
  1. Name: Approval Manager
  2. Code: approvalmanager_1
  3. Set up the icon section as you like.
  4. Active Allow channel creation
     Save the group id. With the group_id tag we will refer to it.

SURVEY

• Create the following Survey for each of the state. They must to be assocated to the created group Approval Manager:

  1. Survey named (AF) Banking Product Request, for the state 0:

     Name	Component	Specification	Identifier
     Date of the Request	Date and Time	Type: Date and Max/min: Disable	dateapproval
     Client Name	Written Answer	Type: Short Text	nameclientapproval
     Product	Multiple choice	Collection type: Banking Products	productapproval
     Amount	Multiple choice	List of item type: (1) More than $$ or (2) Less than or equal to $$.	The id of the component is amountapproval, for the first option is more and for the other less
     Client Score	Written Answer	Type: number	scoreapproval
     Attach	Attachment	Allow all file type	attachapproval

  2. Survey named (AF) Executive Head Validation, for state 1

     Name	Component	Specification	Identifier
     Do you agree with the request?	Type: Multiple Choice	List of item type: (1) Agree (2) Disagree.	The id of the component is headapproval, for the first option is agree and for the other disagree
     Comments	Written Answer	Type: Long text	commentheadapproval
     Attach	Attachment	Allow all file type	attachheadapproval

  3. Survey named (AF) Risk Committee Validation for state 2:

     Name	Component	Specification	Identifier
     Do you agree with the request?	Type: Multiple Choice	List of item type: (1) Agree, (2) Agree with Condition and (3) Disagree.	The id of the component is riskapproval, for the first option is agree, for the second condition and for the other disagree
     Does the client meet the conditions?	List of item type: (1) Yes and (2) No	The id of the component is conditionriskapproval, for the first option is yes and for the second no
     Comments	Written Answer	Type: Long text	commentriskapproval
     Attach the email	Attachment	Allow all file type	attachriskapproval

  4. Survey named (AF) First Proposal a, for state 3.a:

     Name	Component	Specification	Identifier
     Does the client agree with the proposal?	Type: Multiple Choice	List of item type: (1) Agree (2) Disagree.	The id of the component is firstproposalaapproval, for the first option is agree and for the other disagree
     Comments	Written Answer	Type: Long text	commentfirstproposalaapproval
     Attach the email	Attachment	Allow all file type	attachfirstproposalaapproval

  5. Survey named (AF) First Proposal b, for state 3.b:

     Name	Component	Specification	Identifier
     Does the client agree with the proposal?	Type: Multiple Choice	List of item type: (1) Agree, (2) Disagree and (3)Commercial Area Appeal.	The id of the component is firstproposalbapproval, for the first option is agree, for the second disagree and for the third appeal
     Comments	Written Answer	Type: Long text	commentfirstproposalbapproval
     Attach the email	Attachment	Allow all file type	attachfirstproposalbapproval

  6. Survey named (AF) Commercial Area Validation, for state 6:

     Name	Component	Specification	Identifier
     Do you agree with the request?	Type: Multiple Choice	List of item type: (1) Agree, (2) Disagree and (3) Agree with Condition.	The id of the component is commercialapproval, for the first option is agree, for the second disagree and for the third condition
     Comments	Written Answer	Type: Long text	commentcommercialapproval
     Attach	Attachment	Allow all file type	attachcommercialapproval

  7. Survey named (AF) Second Proposal, for state 7:

     Name	Component	Specification	Identifier
     Does the client agree with the second proposal?	Type: Multiple Choice	List of item type: (1) Agree and (2) Disagree	The id of the component is secondproposalapproval, for the first option is agree and for the second disagree
     Comments	Written Answer	Type: Long text	commentsecondproposalapproval
     Attach the email	Attachment	Allow all file type	attachsecondproposalapproval

Steps

Workflow

1. Access the administrator and open Workflow.

2. Press the group Approval Manager.

3. Press + button to create a new State Machine.

4. Fill the following field:

   • Name: Approval Manager Flow
   • Code: approvalmanagerflow_1
   • Collection: Approval Asset
   • Element: Request
   • Additional Fields(1): Banking Products
   • States List: Approval States

5. Save

6. Re-enter the newly created Approval Manager Flow state machine for editing.

7. Configure States section:

   • Firstable, you will create each of the states that the task could be.

   1. Create the following state:

      Type	Element
      NEW	1. Pending by Executive Head
      IN-PROGRESS	2. Pending by Risk Committee
      IN-PROGRESS	3.a First proposal
      IN-PROGRESS	3.b First proposal
      IN-PROGRESS	6. Pending Commercial Area
      IN-PROGRESS	7. Second proposal
      CLOSED	4. Accepted Requests
      CLOSED	5. Rejected Requests

   2. Initial State: 1. Pending by Executive Head
      
      

   • Secondly, you will relate each of the states and surveys.

   3. Configure the following state:

      1. Set up 1. Pending by Executive Head

         State Change	Can Change
         2. Pending by Risk Committee	*
         3.a First proposal	*
         5. Rejected Requests	*

         And add the survey trigger: (AF) Executive Head Validation

      2. Set up 2. Pending by Risk Committee

         State Change	Can Change
         3.a First proposal	*
         3.b First proposal	*

         And add the survey trigger: (AF) Risk Committee Validation

      3. Set up 3.a First proposal

         State Change	Can Change
         4. Accepted Requests	*
         5. Rejected Requests	*

         And add the survey trigger: (AF) First Proposal a

      4. Set up 3.b First proposal

         State Change	Can Change
         4. Accepted Requests	*
         5. Rejected Requests	*

         And add the survey trigger: (AF) First Proposal b

      5. Set up 6. Pending Commercial Area

         State Change	Can Change
         7. Second Proposal	*
         5. Rejected Requests	*

         And add the survey trigger: (AF) Commercial Area Validation

      6. Set up 7. Second Proposal

         State Change	Can Change
         4. Accepted Requests	*
         5. Rejected Requests	*

         And add the survey trigger: (AF) Second Proposal

8. Save

9. Edit the Configuration of the workflow:

   • Flow Type: State-machine
   • Initial Workflow: Approval Manager
   • Hide closed task after: 100
   • Default view: Kanban View

Now we will configure the approval manager routine.

Bot

Firstable, we will start with the routine that initializes the workflow.

9. Access the administrator and open Bot

10. Press + button to create a new Bot.

11. Set up general information, access and function section:

    • Name: Approval Manager Launcher
    • Code: approvalmanagerlauncherbot
    • User bot name: approvalmanagerlauncheruser
    • Access Roles: default
    • Active It's a survey command
    • Form: (AF) Banking Product Request

12. Set up the routine builder:

Code	Type	Setting
get_users	Network Request	URL: $JOIN#/#($ENV#BASEURL)#api#v2#users#relations#boss#($VALUE#user) Method: GET header: {"admin":true} Default authentication: Active
get_property	Network Request	URL: $JOIN#/#($ENV#BASEURL)#(api)#(properties)#($VALUE#data|[find=>identifier=productapproval]|process|0) Method: GET Default authentication: Active
create_task	create task	Item of the Name: $JOIN# - #(Solicitud )#($OUTPUT#get_property#data|name|display)#($VALUE#data|[find=>identifier=dateapproval]|process|0|[date=>format=DD-MM-YYYY]) Group : group_id User: $VALUE#user Dynamic Field 1 : $VALUE#data|[find=>identifier=productapproval]|process|0
copy_survey	copy message	Messages: $VALUE#messages channel : $OUTPUT#create_task#task|channel
invite_boss	Edit task users	Criteria: boss Users: Active advanced mode and fill with $VALUE#user Property: null Group: group_id Operation: eq
update_task	Update Task	Task: $OUTPUT#create_task#task|_id Group: group_id Active the task Name: $JOIN# - #($OUTPUT#create_task#task|serial)#(Solicitud )#($OUTPUT#get_property#data|name|display)#($VALUE#data|[find=>identifier=dateapproval]|process|0|[date=>format=DD-MM-YYYY])
send_ack	send message	Content: Tu solicitud se ha ingresado correctamente, ahora debes esperar la revisión por jefatura de la sucursal. Type of Content:text/system Users: $VALUE#user Channel: Active Advanced mode and fill $VALUE#channel
message_add_boss	send message	Content: $JOIN# #(Se ha añadido)#($OUTPUT#get_user#data|data|users|0|name|names)#($OUTPUT#get_user#data|data|users|0|name|lastName) Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $OUTPUT#create_task#task|channel
send_nack	send message	Content: No se ha podido crear tu solicitud. Type of Content:text/system Users: $VALUE#user Channel: Active Advanced mode and fill $VALUE#channel

And now it only remains to relate each of the stages. The idea is to follow the following image:

Channel

Now we have to relate the bot to the channel, to use it.

13. Create a new channel:
    • Name: Product Request Lift
    • Code: productrequestlift
    • Users: Miley Cyrus
    • Bots : Approval Manager Launcher
    • Add an Element:
      • Collection: Approval States
      • Element: liftingrequeststate
14. Save

Workflow Routine

If you stop the tutorial at this point, you can manage approval from the task view, but the idea is to use the surveys. So it's time to set up the routines of the states triggered by a form.

13. Access the administrator and open Workflow

14. Press the group Approval Manager.

15. Press the group Approval Manager Flow.

16. Set up each one of the state:

    Remind

    Remember to save the routine, the state, and the state machine, once you finish configuring.
    The stage marked with an *, means that it is the initial stage

    1. Press the state 1. Pending by Executive Head and build the following routine in the survey trigger:

    Code	Type	Setting
    validation_boss*	Switch	Left side: $VALUE#sentAnswer|data|[find=>identifier=headapproval]|process|0 Right side A: agree Right side B: disagree Right side C: null Right side D: null Right side E: null Operator: eq Case A: nwr_answers Case B: case_rejected
    case_approved	update task state	task: $VALUE#_id State: <id of 2.Pending by Risk Committee> Group: group_id Output by default: send_email
    case_rejected	update task state	task: $VALUE#_id State: <id of 5. Rejected Requests> Group: group_id Output by default: message_rejected
    message_approved	send message	Content: Su solicitud fue aceptada por Jefatura. Dado que supera el monto $$, se le envió mail al Comité de Riesgo y ahora debes esperar su aprobación. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel
    message_rejected	send message	Content: Su solicitud fue rechazada por Jefatura. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel
    nwr_answers	network request	URL: $JOIN#/#($ENV#BASEURL)#api#v1#answers#uuid#($VALUE#answers|0) Method: GET header: {} Default authentication: Active Output by success: condition_amount
    send_email	send email	Subject: Se ha solicitado un nuevo producto bancario Data: {"recipientName":"Comité de Riesgo","recipientEmail":"Comité de Riesgo","companyName":"tratton","title":["Se ha solicitado un nuevo producto bancario"],"action":"","code":"","messageA":"$JOIN##(Se le solicita que se revise el caso de )#($OUTPUT#nwranswers#data|data|[find=>identifier=nameclientapproval]|process|0)#(, que solicitó )#($OUTPUT#nwr_property_producto#data|name|display)#( a un monto de )#($OUTPUT#nwr_answers#data|data|[find=>identifier=amountapproval]|[cotanswer_list=>array]|[toString=>])#( y bajo sus condiciones obtuvo el siguiente puntaje )#($OUTPUT#nwr_answers#data|data|[find=>identifier=scoreapproval]|process|0)","messageB":"$JOIN##(La solicitud fue levantada en la fecha: )#($OUTPUT#nwr_answers#data|data|[find=>identifier=dateapproval]|process|0|[date=>format=DD-MM-YYYY])#(. Muchas gracias de antemano.)"} Attachment: $OUTPUT#nwr_answers#data|data|[find=>identifier=attachapproval]|process|0 To: add two items and fill them with mon@ruanda.com and sam@ruanda.com Output by default: message_approved
    condition_amount	Conditional	Left Side: $OUTPUT#nwr_answers#data|data|[find=>identifier=amountapproval]|process|0 | Right Side: more Operator: eq Output condition true: case_fast_approved Output condition false: nwr_property_product
    case_fast_approved	Update Task State	Task: $VALUE#_id State: <id of 3.a First proposal> Group: group_id Output by default: message_fast_approved
    message_fast_approved	send message	Content: Su solicitud fue aprobada por Jefatura. Dado que era de un monto menor a $$, ahora solo debe presentar la primera propuesta al cliente. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel
    nwr_property_product	Network Request	URL: $JOIN#/#($ENV#BASEURL)#api#v1#properties#($OUTPUT#nwr_answers#data|data|[find=>identifier=prdct]|process|0) Method: GET header: {} Default authentication: Active Output by success: case_approved

    2. Press the state 2. Pending by Risk Committee and build the following routine in the survey trigger:

    Code	Type	Setting
    validation_risk*	switch	Left side: $VALUE#sentAnswer|data|[find=>identifier=riskapproval]|process Right side A: agree Right side B: disagree Right side C: condition Right side D: null Right side E: null Operator: eq Case A: massage_approved Case B: message_rejected Case C: message_condition
    message_approved	send message	Content: Su solicitud fue aceptada por riesgo, se puede presentar la primera propuesta al cliente. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel
    message_condition	send message	Content: Su solicitud fue aceptada con condiciones por riesgo, se puede presentar la primera propuesta al cliente. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel
    message_approved	send message	Content: Su solicitud fue aceptada por riesgo, se puede presentar la primera propuesta al cliente. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel
    message_rejected	send message	Content: Su solicitud fue rechazada por riesgo, debe conversar con el cliente para los siguientes pasos. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel
    case_appeled	Update Task State	Task: $VALUE#_id State: <id of 3.b First proposal> Group: group_id Output by default: validation_risk
    validation_appealed	Conditional	Left Side: $VALUE#sentAnswer|data|[find=>identifier=conditionriskapproval]|process Right Side: yes Operator: eq Output condition true: case_appeled Output condition false: case_not_appeled
    case_not_appeled	Update Task State	Task: $VALUE#_id State: <id of 3.a First proposal> Group: group_id Output by default: validation_risk

    3. Press the state 3.a First Proporsal and build the following routine in the survey trigger:

    Code	Type	Setting
    validation_proporsal*	Conditional	Left Side: $VALUE#sentAnswer|data|[find=>identifier=firstproposalaapproval]|process Right Side: agree Operator: eq Output condition true: case_approved Output condition false: case_rejected
    case_approved	Update Task State	Task: $VALUE#_id State: <id of 4. Accepted Requests> Group: group_id Output by default: message_approved
    case_rejected	Update Task State	Task: $VALUE#_id State: <id of 5. Rejected Requests> Group: group_id Output by default: message_rejected
    message_rejected	send message	Content: La primera propuesta fue rechazada por el cliente Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel
    message_approved	send message	Content: La primera propuesta fue aceptada por el cliente. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel

    4. Press the state 3.b First Proporsal and build the following routine in the survey trigger:

    Code	Type	Setting
    validation_proposal*	switch	Left side: $VALUE#sentAnswer|data|[find=>identifier=firstproposalbapproval]|process
    Right side A: agree Right side B: disagree Right side C: appeal Right side D: null Right side E: null Operator: eq Case A: case_approved Case B: case_rejected Case C: case_appealed
    case_approved	Update Task State	Task: $VALUE#_id State: <id of 4. Accepted Requests> Group: group_id Output by default: message_approved
    case_rejected	Update Task State	Task: $VALUE#_id State: <id of 5. Rejected Requests> Group: group_id Output by default: message_rejected
    case_appealed	Update Task State	Task: $VALUE#_id State: <id of 6. Pending Commercial Area> Group: group_id Output by default: message_appealed
    message_approved	send message	Content: La primera propuesta fue aceptada por el cliente. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel Output: invite_commercial
    invite_commercial	Edit channel users	Criteria: null Users: Active advanced mode and fill with null Access Role: commercial Property: null Task: $VALUE#_id Group: group_id Operation: eq
    message_rejected	send message	Content: La primera propuesta fue rechazada por el cliente Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel
    message_appealed	send message	Content: Su Solicitud está en proceso de revisión por el Área Comercial. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel

    5. Press the state 6. Pending Commercial Area and build the following routine in the survey trigger:

    Code	Type	Setting
    validation_commercial*	switch	Left side: $VALUE#sentAnswer|data|[find=>identifier=commercialapproval]|process Right side A: agree Right side B: disagree Right side C: condition Right side D: null Right side E: null Operator: eq Case A: message_approved Case B: message_rejected Case C: message_condition
    message_approved	send message	Content: Su solicitud fue aprobada por el área comercial, ahora deberás presentarle la segunda propuesta al cliente. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel Output: case_approved
    message_rejected	send message	Content: Su solicitud fue rechazada por área comercial. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel Output: case_rejected
    message_condition	send message	Content: Su solicitud fue aprobada con condiciones por área comercial, ahora deberás presentarle la segunda propuesta al cliente. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel Output: case_approved
    case_approved	Update Task State	Task: $VALUE#_id State: <id of 4. Second proposal> Group: group_id
    case_rejected	Update Task State	Task: $VALUE#_id State: <id of 5. Rejected Requests> Group: group_id

    6. Press the state 7. Second Proporsal and build the following routine in the survey trigger:

    Code	Type	Setting
    validation_proporsal*	switch	Left side: $VALUE#sentAnswer|data|[find=>identifier=secondproposalapproval]|process Right side A: agree Right side B: disagree Right side C: null Right side D: null Right side E: null Operator: eq Case A: case_approved Case B: case_rejected
    case_approved	Update Task State	Task: $VALUE#_id State: <id of 4. Accepted Requests> Group: group_id Output by default: message_approved
    case_rejected	Update Task State	Task: $VALUE#_id State: <id of 5. Rejected Requests> Group: group_id Output by default: message_rejected
    message_rejected	send message	Content: La propuesta fue rechazada por el cliente Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel
    message_approved	send message	Content: La propuesta fue aceptada por el cliente. Type of Content:text/system Users: $VALUE#user Channel: Add an item and fill it with $VALUE#channel

Survey

Now we must allow only authorized people to answer the survey and relate the corresponding element of the collection Approval States to view the survey in the corresponding channel.

17. Set the access role of the survey like follows:

    Survey	Element	Access Role	Note
    (AF) Banking Product Request	0. Lifting of Request	executive
    (AF) Executive Head Validation	1. Pending by executive Head	headexecutive
    (AF) Risk Committee Validation	2. Pending by Risk Committee	executive
    (AF) First Proposal a	3.a First proposal	executive	The executive will report the client's response through the platform.
    (AF) First Proposal b	3.b First proposal	executive	The executive will report the client's response through the platform.
    (AF) Commercial Area Validation	6. Pending Commercial Area	commercial
    (AF) Second Proposal	7. Second proposal	executive

SLA

At the moment we have the process configured, it remains to add the reminder, which is executed when the Executive Head does not respond in 24 hours.

18. Add a new SLA:

    • Name: Reminder Executive Head
    • Code: reminderexecutivehead
    • In Start:
      • States: 1. Pending by executive Head
    • In End:
      • States: 2. Pending by Risk Committee, 3.a First proposal and 5. Rejected Requests
    • Time Type: Static
    • Time: HOURS|24
    • Routine:

    Code	Type	Setting
    email	send email	Subject: Recordatorio: Responder Solicitudes de Producto Pendiente Data: {"recipientName":"Jefe Ejecutivo","recipientEmail":"Jefe Ejecutivo","companyName":"Ruanda","title":["Estamos esperando tu respuesta"],"action":"","code":"","messageA":"$JOIN##(La Solicitud levantada con el nombre )#($OUTPUT#task_request#data|name)#( no tiene respuesta aún)","messageB":""} To: add an item and fill it with diego@ruanda.com
    task_request*	Network Request	URL: $JOIN#/#($ENV#BASEURL)#api#tasks#($VALUE#taskGroupId)#task#($VALUE#taskId) Method: GET Active the button Default authentication Success: email

Results

As a guide, the image shown is the same workflow but with the names in Spanish:

And the state machine follows the following proccess:

The pictures will be updated soon.